Guide Applicants Criminal Justice 2013

7/27/2019 Guide Applicants Criminal Justice 2013

1/52

- 1 -

EUROPEAN COMMISSIONDIRECTORATE-GENERAL JUSTICE

Directorate A: Civil justice

Unit A.4: Programme management

GUIDE FOR APPLICANTS

***

ACTION GRANTS

***

JUST/2013/JCIV/AGCivil Justice

JUST/2013/JPEN/AGCriminal Justice

JUST/2013/FRC/AGFundamental Rights and Citizenship

JUST/2013/DAP/AGDaphne III

JUST/2013/DPIP/AGDrug Prevention and Information

JUST/2013/ISEC/DRUGS/AGPrevention of and Fight against Crime

JUST/2013/PROG/AG/AD - PROGRESSAnti-discrimination and Diversity

JUST/2013/PROG/AG/GE - PROGRESSGender Equality

JUST/2013/PROG/AG/NGOSPROGRESSNGO activities at European

level (Anti-discrimination and Diversity & Gender Equality)

***

Please read this Guide carefully before you start preparing your

application!


2/52

Guide for ApplicantsAction grants JUST/2013/AG

March 2013

- 2 -

Table of Contents

Table of Contents ....................................................................................................................... 2

1. Introduction ............................................................................................................................ 4

2. General rules governing action grants .................................................................................... 52.1 Applicant/Co-ordinator .................................................................................................... 5

2.2. Partners and Associate partners ....................................................................................... 6

2.2.1. Partners (Co-beneficiaries) ....................................................................................... 6

2.2.2. Associate partners .................................................................................................... 6

2.3. What kind of actions can be financed by the Commission?............................................ 7

3. Financial aspects of Commission financing ........................................................................... 9

3.1. Financial rules governing grants ..................................................................................... 9

3.2. Payment Procedures ........................................................................................................ 9

4. How to prepare an application? ............................................................................................ 11

4.1. Submission mode and language .................................................................................... 11

4.2. The Application Package .............................................................................................. 11

4.3. Grant Application Form ................................................................................................ 11

4.4. Project Description and Implementation Form - Annex 1 - What is the "workstream"

concept? ................................................................................................................................ 21

4.5. Budget FormAnnex 2How to fill in the budget? ................................................... 23

4.5.1. Sheet Identification Form -ID form....................................................................... 23

4.5.2. Sheet Beneficiaries ................................................................................................. 24

4.5.3. Sheet Forecast Budget Calculation ........................................................................ 24

4.5.4. Sheet Budget & Execution Summary ..................................................................... 28

4.5.5. Sheet Detailed Budget Execution & Sheet Cost Claim .......................................... 29

4.6. Other annexes ................................................................................................................ 294.6.1. Partner Declaration Form - Annex 3 ...................................................................... 29

4.6.2. Curriculum vitae (CV) of key staff performing the work in connection with the

projectAnnex 4 ............................................................................................................. 31

4.6.3. Evidence of legal status .......................................................................................... 31

4.6.4. Official annual financial statements ....................................................................... 32

4.6.5. Annual technical/narrative report of the Applicant/Co-ordinator organisation for

the previous year .............................................................................................................. 32

5. Eligibility of costswhat kind of costs will be accepted? .................................................. 33

5.1. Eligible costs ................................................................................................................. 33

5.2. Eligible direct costs ....................................................................................................... 33

5.3. Eligible indirect costs .................................................................................................... 355.4. Ineligible costs ............................................................................................................... 35

6. Detailed rules concerning eligible costs ............................................................................... 36

6.1. Eligible direct costs ....................................................................................................... 36

6.1.1. Staff Costs (Heading A) ......................................................................................... 36

6.1.2. Travel (Heading B) ................................................................................................. 37

6.1.3. Equipment (Heading C) ......................................................................................... 38

6.1.4. Consumables and Supplies (Heading D) ................................................................ 39

6.1.5. Other direct costs (Heading E) ............................................................................... 39

6.2. Eligible indirect costs (Overheads - Heading F) ........................................................... 40

6.3. Subcontracting rule ....................................................................................................... 40

6.4. Contribution in kind (Heading G) ................................................................................. 416.5. Eligibility of VAT ......................................................................................................... 42


3/52


March 2013

- 3 -

6.5.1 Deductible VAT ...................................................................................................... 42

6.5.2 Activities engaged in as a public authority ............................................................. 42

6.5.3 Application of these rules to the calls of DG Justice .............................................. 43

6.5.4 Conclusion for preparation of budget ...................................................................... 44

7. On-line submissionHow to use PRIAMOS? .................................................................... 457.1. How to register as an applicant? ................................................................................... 45

7.1.1. If no person has registered your organisation before in PRIAMOS ...................... 45

7.1.2. If the organisation is already registered in PRIAMOS as an applicant for any

previous JLS/HOME/JUST calls ..................................................................................... 46

7.2. Log in the system and download the Grant Application Form ..................................... 47

7.3. Prepare the necessary documents .................................................................................. 47

7.4. Upload the Application Package ................................................................................... 48

7.5. Modifying an Application Package ............................................................................... 49

7.6. Technical requirements for PRIAMOS ......................................................................... 49

8. Protection of personal data of applicants ............................................................................. 50

8.1. Personal data ................................................................................................................. 508.2. Early Warning System and Central Exclusion Database .............................................. 50

9. Selection Process .................................................................................................................. 51

10. Publicity ............................................................................................................................. 51

10.1 By the beneficiaries ...................................................................................................... 51

10.2 By the Commission ...................................................................................................... 52


4/52


March 2013

- 4 -

1. Introduction

The purpose of this Guide is to assist organisations interested to submit a grant application in

preparing a successful application and help them to understand administrative and financial

rules governing EU grants.

It also aims at explaining technicalities of the submission process and at providing detailed

information on how to fill in the Grant Application Form, the Project Description and

Implementation Form (Annex 1), the Budget Form (Annex 2) and other required annexes.

Interested organisations are therefore requested to read this Guide carefully before they start

preparing the Application Package. The information provided in this Guide is supplementary

to the rules published in the relevant calls for proposals and should always be read together

with this call. In case of any inconsistency or contradiction, the rules published in the relevant

call for proposals take precedence over this Guide.

This Guide covers the calls for action grants provided under the following financial

programmes managed by Directorate-General for Justice of the European Commission

(hereinafter referred to as DG JUSTICE):

- Specific programme Civil JusticeJCIV(established by Decision No 1149/2007/EC of the European Parliament and of the Council)

- Specific programme Criminal JusticeJPEN(established by Council decision No 2007/126/JHA)

- Specific programme Fundamental Rights and CitizenshipFRC

(established by Council decision No 2007/252/EC)

-Specific programme Daphne III to prevent and combat violence against children,

young people and women and to protect victims and groups at risk - DAP(established by Decision No 779/2007/EC of the European Parliament and of the Council)

- Specific programme Drug Prevention and InformationDPIP

(established by Decision No 1150/2007/EC of the European Parliament and of the Council)

- Specific programme Prevention of and Fight against Crime - ISEC DRUGS insofar

as the call is managed by DG JUSTICE(established by Council decision No 2007/125/JHA)

- Community Programme for Employment and Social SolidarityPROGRESS

insofar as the call is managed by DG JUSTICE - for Action Grants under Section 4:

Antidiscrimination and diversity & Section 5: Gender Equality(established by Decision No 1672/2006/EC of the European Parliament and of the Council)

For specific policy objectives, this year's priorities and detailed evaluation criteria (exclusion,

eligibility, selection and award) please refer to the following calls for proposals published or

to be published under the above programmes:


5/52


March 2013

- 5 -

JUST/2013/JCIV/AG Civil Justice call for proposals for action grants for transnational

projectsJUST/2013/JPEN/AG Criminal Justice call for proposals for action grants for national and

transnational projects

JUST/2013/FRC/AG Fundamental Rights and Citizenship call for proposals action grantsfor transnational projectsJUST/2013/DAP/AG Daphne III call for proposals for action grants for transnational

projectsJUST/2013/DPIP/AG Drug Prevention and Information call for proposals for action grants

for transnational projectsJUST/2013/ISEC/DRUGS/AG - ISEC Targeted call on cross border law enforcement cooperation

in the field of drug traffickingJUST/2013/PROG/AG/AD Restricted call for proposals for action grants - Support to national

activities aiming at combating discrimination and promotingequality

JUST/2013/PROG/AG/GE Support to civil society and other stakeholders to promote gender

equalityJUST/2013/PROG/AG/NGOS - Support to activities implemented by NGOs organised at

European level, and aiming at combating discrimination,promoting equality and gender equality

When reference is made in this Guide to "the relevant call notice" this always means the

relevant call(s) for proposals mentioned above.

2. General rules governing action grants

2.1 Applicant/Co-ordinator

The organisation submitting the application for the grant is referred to as the Applicant or

Co-ordinator - in case the project is implemented by a Partnership composed of several

organisations - in this Guide.

The Applicant/Co-ordinator is responsible for the project conception and development and for

submitting the Application package. Moreover, the Applicant/Co-ordinator will be

responsible for the overall management of the project, coordination of tasks, liaison with the

Commission and management of the budget. The Applicant will be the only point of contact

for the Commission and will be responsible for all the communication between the

Commission and the Partnership.

If the proposal is selected, the Applicant/Co-ordinator will act as the coordinatingorganisation and will sign the Grant Agreement. The agreement is a standard agreement, and

its terms and conditions may not be altered or subject to negotiation. The Applicant accepts

contractual and financial liability for the project in line with the provisions of the Grant

Agreement.

Dependent on the nature and type of the project and the division of tasks and funding within

the Partnership an agreement with a single beneficiary or with multiple beneficiaries (mono-

beneficiary/multi-beneficiary Grant Agreement) will be signed.

In case of a multi-beneficiary Grant Agreement, the Co-ordinator can sign the Grant

Agreement only after having received all the required Mandates (powers of attorney) from the

Co-beneficiaries allowing him to sign on their behalf. All grant amounts will be transferred to


6/52


March 2013

- 6 -

its accounts and the Co-ordinator will be responsible for transferring funds to Co-beneficiaries

of the project.

The Co-ordinator will also be responsible for all the reporting and will prepare final financial

statements and reports requested by the Commission.

For the specific criteria regarding the eligibility of an applicant organisation, please refer to

the relevant call notice.

2.2. Partners and Associate partners

2.2.1. Partners (Co-beneficiaries)

The Partners must be legally established in a country eligible for financing at the time of

submitting the application.

For the specific criteria regarding the eligibility of an organisation to become a Partner, please

refer to the relevant call notice.

Partners are organisations and institutions which, in cooperation with the Applicant

organisation, participate in designing and implementation of project activities, share the

relevant tasks and finance. Both the Applicant (Co-ordinator) and the Partners (Co-

beneficiaries) form parties to the multi-beneficiary Grant Agreement and share contractual

and financial responsibility towards the Commission for the proper and timely

implementation of the project. The costs Co-beneficiaries incurred are eligible in the same

way as those incurred by the Co-ordinator.

Nevertheless, the Co-ordinator always remains the sole point of contact for the Commission

and, as stated above, is responsible for the reporting and for providing the necessary

information regarding the project.

To prove their involvement in the project, Partners must sign the Partner Declaration Form

at the stage of submission of the application. They must fill out the form and sign the relevant

section (Declaration of Co-beneficiary Partner). Later, if the project is selected, the Partners

will sign mandates granting power of attorney to the Co-ordinator to conclude a Grant

Agreement with the Commission.

The shared contractual and financial responsibility for the project also means that the

organisations will have to agree on the contractual relation among themselves. This is usually

done in the form of a Partnership Agreement for the specific project. The Commission

neither intervenes in, nor is party to this Partnership Agreement. The Commission respects

different management styles of organisations, but emphasises that the provisions of such an

agreement should not be discriminatory and should comply with national legal requirements

and the Grant Agreement governing the project. It should be noted that, in case of

discrepancy, the provisions of the Grant Agreement take precedence over any other agreement

concluded among the members of the Partnership.

2.2.2. Associate partners

Associate partners are organisations that may participate in the programmes without receiving

EU co-financing. They either do not comply with the criteria for an Applicant or Partner

organisation (e.g. organisations from countries which are not eligible) or do not wish or need

to receive funding but may participate in the project as Associate Partners.

However, any costs incurred by them will not be eligible. If their participation in the projectrequires some costs (e.g. for travelling and subsistence), these costs should not be incurred


7/52


March 2013

- 7 -

under the EU grant. Thus, Associate Partners will not appear at all in the budget of the

project, unless they contribute financially to the project.

Associate Partners will sign the Partner Declaration Form at the stage of submission of the

application. They must fill out the form and sign the relevant section of the Partner

Declaration Form (Declaration of Associate Partner). If the Associate Partner wishes to co-

finance the project, the amount of financial contribution should be indicated in the Partner

Declaration Form.

Associate Partners will not be a party to the Grant Agreement concluded with the

Commission. As such, their obligations towards the Commission are not of a contractual

nature.

Nevertheless, it is the Applicant and Partners who are responsible for ensuring that the

activities of Associate Partners are implemented as their involvement forms part of the project

proposal and, later on, part of the conditions of the Grant Agreement.

2.3. What kind of actions can be financed by the Commission?

Every year, following the call for proposals, the Commission finances a considerable number

of projects. These actions are defined in the call notice and their nature is dependent on the

priorities outlined in the relevant call notice. They may include, for example, the exchange of

best practices, establishment of networks, conferences, seminars, workshops, publications,

leaflets, creation of websites and many others.

Each programme will finance projects that are within the objectives and priorities as set

out in the relevant call for proposals. It is therefore important that the Applicant reads the

details of the call notice very carefully, in order to identify the areas of interest for the

Commission relevant programme.

There can be only one grant application per project, and this should be submitted by the

Applicant (and not by the Partners). Each organisation can present more than one project

under separate applications and these will be evaluated separately by the Commission

(Organisations which intend to submit more than one application under the same call notice,

should read carefully Section 7.4 of this Guide). There is no limitation for organisations to

participate as Partners or Applicants in more than one project submitted for funding under the

same call1.

Before submitting an application, the Applicants and Partners should always familiarise

themselves with the work done in the field and the current state of knowledge in order to

create a project that is innovative and can bring added value. Projects that are merely a

repetition of a previous action or do not take into account the existing knowledge will score

low points when evaluated by the Commission.

The following types of action will not be funded by the Commission:

- actions consisting only or mainly in individual sponsorships for participation inworkshops, seminars, conferences, congresses, etc.;

- actions consisting only or mainly in individual scholarships for studies or trainingcourses;

1Different rules may apply under the calls of the PROGRESS Programme. The relevant call notice will specify

clearly any limitations in the number of applications that can be submitted by the same applicant or in the

number of applications where an organisation can participate as partner.


8/52


March 2013

- 8 -

- actions consisting only or mainly in the core (day-to-day) activity of the Applicant orits Partners;

- actions supporting individual political parties;

- actions through which the beneficiaries use the budget of the project to award grants

under their own procedures and authority to third parties;

- actions consisting in legal actions before national or international courts regardless oftheir grounds or objectives.


9/52


March 2013

- 9 -

3. Financial aspects of Commission financing

3.1. Financial rules governing grants

EU funding is based on the principle of co-financing. The grants provided by the programmescannot cover the entire cost of the activities.

The Unions financial contribution may not exceed 80% of the total eligible costs of the

action. A minimum of 20% of the total eligible costs must therefore be covered by the

Applicant organisation and/or Co-beneficiary Partners, Associate Partners or byanother source. The source of this contribution should be different than the budget of the EU.

Contributions in kind can be entered in the specific section of the Budget Form, but are not

taken into account as an eligible cost and are not accepted as co-financing.

The Commission will not award a grant higher than the amount requested at

application phase, but it may award a grant lower than the amount requested . If the

amount awarded by the Commission is lower than the amount requested, it is the

responsibility of the Applicant to find the additional amount required to cover its co-financing

share or to reduce the total cost of the project.

EU grants are awarded for non-commercial purposes only and projects must be strictly

non-profit making. If an organisation realizes a surplus balance on the action budget, it may

have to repay part of the grant paid to it by the Commission.

The Application Package should contain a budget estimate in Euro (Annex 2: Budget

Form), in which revenue and expenditure are in balance.

Estimated Expenditure

100 %

Eligible direct costs

+

Eligible indirect costs (overheads)

=

Estimated income100%

Grant: contribution of the EU

+

Financial contributions specifically

assigned by donors to the financing of

the eligible costs

+

Other income, including own

contribution from beneficiaries

There are specific rules applicable concerning the eligibility of costs. For detailed rules on

eligibility of costs please consult sections 5. and 6. of this Guide.

3.2. Payment Procedures

As a general rule, the co-funding is provided in two instalments:

- a pre-financing payment ofup to 80%of the Commissions contribution (amount ofthe grant) may be made available. If so, then it is paid within thirty calendar days from

the signature of the grant agreement by both parties and in the case of multi-beneficiary

grant agreement upon receipt of the duly completed mandates of the Co-beneficiaries.


10/52


March 2013

- 10 -

On expiry of the time-limit, the beneficiary shall be entitled to late payment interest,

which is calculated and generated automatically as a separate payment.

- a final payment, that is the payment of the balance to be paid after receipt and approvalby the Commission of the final report and final financial statement of the project.

Please note however, that based on individual risk assessment the Commission may:

- lower the percentage of the pre-financing,- introduce an interim payment or- request additional financial guarantees from the Co-ordinator covering the amount

of the pre-financing payment until the final payment is released.

These additional conditions will be communicated to the Co-ordinator together with the

notification on awarding a grant and also set out in the grant agreement.

In no case will the final amount of the grant exceed the maximum amount indicated in the

grant agreement.

At the time of payment of the balance, the final amount of the grant will be proportionate to

the eligible costs and will be reduced proportionally where the total eligible costs turn out to

be lower than the total estimated costs. If it is established that the activities have generated a

profit, the final amount of the grant will be reduced proportionally: the Commission will then

recover or deduct the percentage of the profit corresponding to the percentage of Union co-

financing.


11/52


March 2013

- 11 -

4. How to prepare an application?

4.1. Submission mode and language

Submission of an application must be done solely through the PRIAMOS on-line system. Noother form of submission will be accepted. Application Packages or annexes sent by e-mail,

post or fax will be rejected automatically.

For further information on how to use PRIAMOS and on how to download the

Application Form and on how to submit the Application Package please consult

section 7. of this Guide.

The Grant Application Form and all annexes may be submitted in the language used for

communication within the Applicant's corporate/organisational structure or among the

members of the partnership the Applicant represents, provided it is an official EU language.

However, for reasons of efficiency the Commission would strongly advise using English,

French or German.

4.2. The Application Package

The Application Package is composed of:

-the Grant Application Form (see section 4.3 of this Guide)

-and its annexes, in particular:

-Annex 1ProjectDescription and Implementation Form (see section 4.4 of thisGuide)

-Annex 2Budget Form (see section 4.5 of this Guide)

-Other annexes (see section 4.6 of this Guide)

For the full list of annexes that must be submitted, please refer to the relevant call

notice.The applicant should make sure that all required annexes are attached to the Grant

Application Form, before it is uploaded in PRIAMOS.

Please note that PRIAMOS limits the size of the Application Package that can be

uploaded to 100 MB.

For easier reference, before attaching an annex to the Grant Application Form, please always

name the document using the number of the annex and its name.

For detailed information concerning the use of PRIAMOS online system, please

read carefully Section 7of this Guide.

4.3. Grant Application Form

The Grant Application Form is an Adobe Acrobat (pdf) document where the basic data about

the Applicant and the project can be included.

Before you start filling in the Grant Application Form, please verify:

that your data entered when registering for PRIAMOS is up-to-date, as this data isdownloaded automatically onto the Grant Application Form and later used in the

evaluation and, if successful, in the grant agreement. The registration data can be

updated at any time. An email is sent out whenever changes are effected to theregistration fields;


12/52


March 2013

- 12 -

that you have downloaded the correct Grant Application Form set for the call forproposals under which you intend to submit your application.

You can do that by verifying the Programme Reference code which is specific for

each call for proposals and is clearly indicated in the text of the call notice . You may

find a list of the Programme Reference codes relevant to this Guide in section 1-

Introduction.

Programme Reference / Application ID

The Programme Reference

code is repeated on the upper

right corner of the Grant

Application Form.

After you have uploaded in PRIAMOS your Grant Application Form, the Application ID

number will be generated automatically. In all subsequent correspondence related to your

application, please always enter the reference number of the application in the subject field of

letters/e-mails.

The fields marked with an asterisk (*) are mandatory. You will only be able to upload

your application if all the mandatory fields are filled in!

Project Title

Please give your project a specific title that reflects the actions proposed. Please avoid using

in the project title the name of the programme under which you submit your application.

The title you enter here will also appear under point 4.1 of the Grant Application Form. You

can enter the title first here or under section 4.1. Please note that if you change the text here or

under point 4.1. both fields will be updated automatically.

The field is limited to 200 characters.

The same title of the project should be indicated in the Project Description and

Implementation (Annex 1) and in the Budget Form (Annex 2).

Language of the proposal

Please select from the drop down menu the language you will use to fill in the Grant

Application Form and Annex 1. For further information on language requirements please

consult section 4.1. of this Guide.

PRIORITY

Please identify which priority/sub-priority of the relevant call for proposals you intend to

address with your project. You can select only one of the priorities/sub-priority of the

relevant call for proposals. In case your proposal is targeting more than one priority/sub-

priority, please select the most relevant one.

The priorities, the sub-priorities (if applicable), as well as their codes are set out in details in

the relevant call notice. The drop-down menu of the Grant Application Form will indicate

solely the relevant codes. If the relevant call notice foresees sub-priorities, only the codes for

the sub-priorities will be available in the drop-down menu.


13/52


March 2013

- 13 -

Some call notices may be limited to only one priority. In this case the field PRIORITY will

not contain a drop-down menu and it may remain empty.

The field PRIORITY will also appear under point 4.2. of the Grant Application Form. You

can make your selection already under this section or under 4.2. Please note that if you change

your selection at either place both fields will be updated automatically.

MAIN TYPE OF ACTIVITIES

Please indicate from the drop-down menu which is the main type of activities that your

project aims to implement. In case your proposal includes more than one type of activities,

please select the main one.

In section 5 of the Grant Application Form it is possible to include more information about all

types of activities that the project aims to implement.

Contribution requested from EU Budget

These fields are filled in automatically once you complete the requested information under

point 3. of the Grant Application Form.

Duration and planned start/end dates of the project

Only the fields marked with an * can be filled in in

this specific section. The planned end date of the

project is calculated automatically. Please indicate

when you intend to start the proposed project and

give the duration in months.

When entering the date please use the followingformat: day/month/year or chose the date from the

calendar that appears once you click on the arrow

on the right hand side of the cell. In the project

duration field you have to indicate whole month.

- Duration

Please note that the maximum duration of a project is specified in the relevant call notice.

When you plan your project you should take into account that as a general rule during the

project implementation the projects cannot be extended beyond the time limit originally

agreed in the grant agreement, unless in exceptional duly justified cases, for reasons outside

the control of the beneficiary. The requests for extension are reviewed on a case by case basis.

- Start date

Proposals that started prior to the submission of the application cannot be accepted for

funding.

When planning the projects applicants should consult the indicative planning of the respective

call notice, which specifies the indicative date when the project activities could start, taking

into account that the evaluation process takes at least 5 months. Therefore, they should

avoid setting a start date of a project during that period.

The starting date indicated in the Grant Application Form is indicative and the actual starting

date of the project should be agreed with the Commission. The agreed date will then beincluded in the grant agreement. In case the proposal is awarded a grant the project officer


14/52


March 2013

- 14 -

responsible for the preparation of the grant agreement will contact the Applicant to confirm

the starting date.

As a general rule awarded projects will start after the signature of the grant agreement by both

parties. In duly justified cases and if it can be established that this was necessary for the

project the Commission may agree that a projects starts earlier than that. In that case the

starting date indicated in the grant agreement may be set before the date of the actual

signature by both parties. But even in this exceptional case the starting date cannot be prior to

the date on which the original application was submitted. The start and end date of the

project set out the eligibility period for project related expenditure. Any costs incurred

before the agreed start or after the agreed end date will not be eligible.2

1. INFORMATION CONCERNING THE APPLICANT AND PARTNERS1.1. Identity of the applicant

The fields with grey background are filled in automatically based on the information stored in

the profile of the organisation on behalf of which the application is submitted. Please alwaysverify the data stored in your profile in PRIAMOS before downloading the Grant Application

Form. For further information on the update of the PRIAMOS profile, please consult section

7.1.2 of this Guide.

1.2. Bank details

Please provide the details of the bank account that should be used for this grant, in case it is

selected. Please note that the same information should be stated also in the Sheet

Identification Form of the Budget Form.

The bank account details should be provided in the form of the IBAN number. The IBAN

numbers are not always presented on bank statements as a continuous number but sometimesthe sequence of the letters and numbers includes separators (spaces, hyphens etc.).When

entering the IBAN number in the field 1.2.2. please:

- always enter at the beginning the two-letter country code, and

- do not leave spaces and do not use hyphens or separators between the letters and digits.

Please note that an incorrect IBAN form will prevent you from successfully uploading

your Grant Application Form.

1.3. Authorised signatory legally representing the organisation

The name and the title of the legal representative are stored in the profile of the organisation

on behalf of which the application is submitted. Please always verify the data stored in your

profile in PRIAMOS before downloading the Grant Application Form. For further

information on the update of the PRIAMOS profile, please consult section 7.1.2 of this Guide.

In the Grant Application Form the full name and position of the legal representative can be

filled out on the basis of a drop-down menu. This drop-down menu will include the names of

the/all legal representative(s) of your organisation registered in PRIAMOS for your

organisation. If in the profile of your organisation multiple authorised signatories have been

registered, please select the name and the title of the person who is authorised for this

application.

2 With the exception of costs relating to the request for payment of the balance and the corresponding supportingdocuments.


15/52


March 2013

- 15 -

This person should be authorised to enter into financially and legally binding commitments on

behalf of the Applicant. Please note that the Commission may request a copy of the

authorising decision.

If the proposal is awarded a grant, the Commission services will automatically prepare the

grant agreement for the signature of the person named under this section, unless otherwise

notified.

1.4. Contact person responsible for the application

All communication related to the project will be sent to the person whose name appears in this

section and the contact details indicated here will be also entered in the grant agreement. The

contact address may differ from the official address of the applicant organisation.

The fields with grey background are filled in automatically based on the information stored in

the profile of the organisation. It is the contact information of the person who downloads the

Grant Application Form from PRIAMOS. Please always verify the data stored in your profile

in PRIAMOS before downloading the Grant Application Form. For further information on the

update of the PRIAMOS profile, please consult section 7.1.2 of this Guide.

The Commission may contact the Applicant should a need for clarification or information

arise during the evaluation of the project. Such contact will be initiated per e-mail via the

contact person in the e-mail indicated in this section of the Grant Application Form. The

Applicant may be imposed a short deadline to provide the information requested. Therefore,

please make sure that the e-mail address of the contact person is correct and checked

regularly.

The Commission would appreciate that all communication between the Commission and the

contact person is carried out in English, for the sake of efficiency.

1.5. Information about the Co-beneficiary Partners

Under this section of the Grant Application Form you should provide the basic information

concerning the composition of the Partnership implementing the project. The list of Co-

beneficiary Partners should also be included in Sheet Beneficiaries of the Budget Form.

Please make sure that you list them in the same order.

Please note that additional information on the Partner organisations and their role in the

project should be included in the Project Description and Implementation Form - Annex 1 -

Part 1.8 and also presented by the Partners themselves in the Partner Declaration form (see

section 4.6 of this Guide).

In Column Value of EU Contribution Expected of the table you should present the

estimated share of the grant per Co-beneficiary Partner. How to calculate the amount to

be indicated?

Total cost to beincurred by the

Co-beneficiaryPartner

(Total of

A+B+C+D+E+F for

the Co-beneficiaryPartner)

-Own contributionof Co-beneficiary

Partner

(Total of K for the Co-

beneficiary Partner)

=Value of EU

ContributionExpected

estimated share ofthe grant


16/52


March 2013

- 16 -

1.6. Information about the Associate Partners

Under this section of the Grant Application Form you should provide the basic information

concerning the Associate partners participating in the implementation of the project. Please

note that additional information on the Associate partners and their role in the project shouldbe included in the Project Description and Implementation Form - Annex 1 - Part 1.8 and also

presented by the Associated partners themselves in the Partner Declaration form (see section

4.6.1 of this Guide).

2. INFORMATION CONCERNING OTHER GRANTS/PROCUREMENT

2.1. Grant applications or offers submitted under the procurement procedure byapplicant to EU institutions in current year

List the EU grant applications (both operating and action grants) and procurement offers

submitted or expected to be submitted by the Applicant organisationin 2013/the current

year(the year when the current application is submitted), which have not yet been awarded or

rejected at the time of submission of your application.

The Applicant organisation is required to inform without any delay the

Directorate-General for Justice of any funding awarded by the

Commission, other EU institutions or agencies, after the submission of

the application.

When filling the table please indicate your role in the grant application /

procurement offer. If your organisation submitted the offer as applicant

or co-ordinator/consortium leader etc. please select "A" from the drop down menu. If your

organisation was participating as a member of a partnership/consortium select "P". When

entering the amount, indicate only the amount of the EU contribution your organisation islikely to receive if the grant application/procurement offer is accepted and not the entire

budget of the project/contract in question.

There are 20 lines provided in the Grant Application Form. If the provided space is not

sufficient, please list the first 19 in the table and attach the remaining information as an

additional Annex to the Grant Application and indicate that in the last row of the table.

2.2. Related EU proposals or projects of the applicant

Please note that under the specific calls covered by this Guide it is a requirement to provide

information on both grants and procurement contracts already obtained from the budget of

the EU and not only grants related to the current project proposal.

Therefore, please list all the EU grants (both operating and action grants) and EU procurement

contracts obtained by the Applicant organisation during the previous 4 years.

When entering the amounts, indicate only the actual amount specific for your organisation,

similarly to the table 2.1.

Example:.

Your organisation participated in a consortium that obtained a grant in July

2010 for a 2 year period. The total grant amount was EUR 250.000 and the

share of your organisation from this grant was 75.000 EUR.

At the stage of submitting your current application the financial accounts of

your organisation for the financial year 2012 were not closed, therefore you


17/52


March 2013

- 17 -

submit as Annex 5 the official annual financial statements for the financial year

2011 (being the last closed financial year for your organisation).

The payment of the grant was foreseen in three instalments. In 2010 you have

received 30.000 EUR pre-financing, in 2011 you have received 25.000 EUR as

interim payment and finally in 2012 you received 20.000 as final payment.

In this case you should indicate in the column " Amount received by applicant

dur ing the year of the latest cer tif ied accounts" the amount 25.000 EUR and in

the column " Total amount of grant"75.000 EUR.

There are 15 lines provided in the Grant Application Form. If the provided space is not

sufficient, please list the first 14 in the table and attach the remaining information as an

additional annex to the Grant Application and indicate that in the last row of the table.

3. BUDGET

Under this section of the Grant Application Form you should present the budget estimate ofthe project per category of costs and incomes.

The amounts indicated here should be identical to the ones indicated in the Sheet

Forecast Budget Calcul ationof the Budget Form Annex 2. Therefore, we suggest that

you fill in these fields only after you have completed and finalised the Budget Form. In case

of discrepancy the information presented in the Budget Form will prevail.

Please note that the fields with grey background are calculated automatically on the basis of

the information that you put in the rest of the fields.

All amounts should have only two decimals.

For detailed information on how to prepare the Budget Form please refer to Section 4.5 of thisGuide.

4. INFORMATION ABOUT THE PROJECT

If you have not filled in yet the basic information about the project on the front page of the

Grant Application Form, you should complete here the fields 4.1. Project Title, 4.2.PRIORITY and MAIN TYPE OF ACTIVITIES.

For further information and guidance on how to fill in these fields please consult the

instructions in section 4.3 of this Guide.

4.3. Summary of the project (EN/FR/DE) (max 4000 characters)

The summary must provide the reader with a clear understanding of the proposal's objectives

and its compliance with the priorities of the relevant call, as well as of the content and

activities to be carried out to achieve those objectives. It must also provide information about

the target groups and beneficiaries of these activities, the methodology, the expected results,

the concrete outputs and deliverables, as well as the dissemination strategy. This section will

be your project's "business card" and will be used for publication/dissemination purposes, if

your project is awarded a grant.

The number of characters is limited in this field. You cannot write more than 4000 characters

with spaces.

For operational reasons we would like to ask you to provide the summary in one of theworking languages of the Commission if possible (English, French or German).


18/52


March 2013

- 18 -

Please note that the summary (the same text) should be copied into Part 1

Section 1.1. of the Project Description and Implementation F orm - Annex 1

and into the relevant section on Sheet I dentif ication F orm - I D formof the

Budget FormAnnex 2.

5. INDICATORS

Under section 4.2 you are asked to identify the main type of the project's activities. Under

section 5 you are asked to provide more information on the results of all activities of your

project, including the main type of activity identified under 4.2 Four groups of activities are

foreseen. A project may include activities that fall under one or more or all groups.

In this section the requested information is mainly quantitative and should focus on the final

outputs and deliverables of the project. It should be consistent with the relevant information

on outputs and deliverables that is included under Part 2 of the Annex 1 - Project Description

and Implementation Form.

While filling out this section you should take into account the following:

- You should be as specific as possible, but also be realistic in the level of your ambition: a

successful application does not need to foresee outputs and deliverables under each type of

activity; neither should the number of these outputs and deliverables be excessively high.

- You should not include in this section reports and meetings of purely internal nature, i.e.

those necessary for the management, coordination, monitoring and evaluation of the project

(this information is relevant only for Workstream 0 of the Project Description and

Implementation Form, but not for this section); interim and final reports requested by the

Commission as part of the reporting on the implementation of your Grant Agreement should

also not be included in this section.- You should group your outputs and deliverables in the most appropriate way taking into

account the objectives of the respective activities;

- You should count the results of each activity only once. If you consider that an output or

deliverable meets the criteria of more than one categories, you should count it under the

category that is most relevant to its objectives.

You may find more specific information on each category and sub-question below:

- Under 5.1.1, 5.1.2 and 5.1.3 you are asked to indicate the type of report and the number of

reports to be produced per type. While identifying the Type of report you should take into

account the requirements of each specific question (e.g. for 5.1.1 possible types of reports are:collection of data and statistics; development of common methodologies; development of

indicators; development of benchmarks. This list is not exhaustive.). You may identify up to

three different types of reports under each sub-question. The different stages of a report

(inception report; draft report; final report) do not qualify as different types; only the final

version should be counted. As already mentioned above, reports of purely internal nature, i.e.

those necessary for the management, coordination, monitoring and evaluation of the project or

interim and final reports requested by the Commission should not be counted here. Under

Numberyou should count how many different reports you will produce in terms of content:

you should not count as separate reports the different language version of the same report

(unless the content of each language version is different), nor should you reflect here the

number of copies of each report.

- Under 5.2 the requested information refers to every type of training you will provide. You


19/52


March 2013

- 19 -

should differentiate 5.2 (training) from 5.3 (mutual learning, exchange of good practices,

cooperation): Under 5.2 you should count formal training activities, where a trainer aims to

provide the participants with one specific set of information (knowledge, working tools etc.).

Under 5.3 you should count activities where the participants come together bringing their

different practices and aim to learn from each other. These activities may include at the end alearning aspect for the participants, however you should count them only once under 5.3.

- Under 5.2.1 you should identify the number of training events to be organised (each event

addressing the same group of people with the same content should be counted as one,

regardless of how many days this event may last). Under 5.2.2 you should identify the number

of persons to be trained per group of professionals. It is possible to identify up to three

different groups of professionals for the whole project: if you will provide training to more

than three different sub-groups please identify three wider groups and count the number of

participants accordingly. Under 5.2.3 you should count any handbook, guide or module that

includes the information/tools/methods of your training and can be used as the basis to train

others. You should count these training modules in terms of content: you should not count asseparate training modules the different language version of the same training module (unless

the content of each language version is different), nor should you reflect here the number of

copies of each training module.

- Under 5.3.1 you should identify the number of events to be organised (each event

addressing the same group of people with the same content should be counted as one,

regardless of how many days this event may last).

Under 5.3.2 you should identify the number of participants per group of professionals. It is

possible to identify up to three different groups of professionals for the whole project: if you

will provide training to more than three different sub-groups please identify three wider

groups and count the number of participants accordingly. Under 5.3.3 you should indicate thetotal number of eligible countries from which the participants come from. The eligible

countries are identified in the relevant call notice. Under 5.3.4 you should reflect, if

applicable, any result of the mutual learning/exchange of good practices/cooperation which

will be maintained in the future. The term mechanisms/tools of cross-border cooperation is

wide enough on purpose in order to allow for a wide range of outputs to be captured. An

example of such a result is the development of a new network. Up to three such outputs may

be reported.

- The events to be counted under 5.4 should focus on raising awareness, sensitising,

providing and disseminating information, i.e. on spreading a specific message or piece of

information to the wider public or to a specific group of persons (as appropriate). Events

which focus on the exchange of views, on mutual learning, on development of cooperation

should be counted under 5.3 and not under 5.4. In most cases the events to be counted under

5.3 would be more focused and more limited in terms of participants in comparison to the

events to be counted under 5.4. A conference on the results of the project would usually

qualify as an activity to be counted under 5.4.

- Under 5.4.1 you should identify the number of awareness-raising/information and

dissemination events to be organised (each event with the same content should be counted as

one, regardless of how many days this event may last. If you organise an awareness raising

campaign in many countries you should count each country campaign separately). Up to three

different types of events may be reported. Please group then accordingly. Under 5.4.2 you

should identify the number of participants per group of persons. It is possible to identify up tothree different target groups for the whole project: if your activities have multiple target


20/52


March 2013

- 20 -

groups, please identify up to three wider target groups and count the number of participants

accordingly. Under 5.4.3 you should count all types of awareness raising material that you

will produce. You should group them in up to three groups and count them accordingly.

6. DECLARATION BY THE APPLICANT

The Declaration by the Applicant is an integral part of the Grant Application Form. This

declaration is a binding commitment on behalf of the Applicant/Co-ordinator

organisation.

The name and the title of the legal representative are filled in automatically based on the

information stored in the profile of the organisation on behalf of which the application is

submitted. Please always verify the data stored in your profile in PRIAMOS before

downloading the Grant Application Form. For further information on the update of the

PRIAMOS profile, please consult section 7.1.2 of this Guide.

NO blue ink signature is required!

There is no need to print and sign a paper copy of the Grant ApplicationForm. You may do so for your own records, but the Commission does not

require that you attach a scanned copy of any section of the Grant Application

Form to the electronic version.


21/52


March 2013

- 21 -

4.4. Project Description and Implementation Form - Annex 1 - What is the

"workstream" concept?

The Project Description and ImplementationForm (a Microsoft WORD document) is an

annex to the Grant Application Form and constitutes the main description of activities thatwill be undertaken by the project. This document will provide the evaluators with the detailed

information about the project such as specific activities, dissemination, follow-up, evaluation,

etc., and will be the main basis for evaluation.

Although the structure of the document may initially seem complex, it is guided by a few

simple rules. It requires Applicants to have carefully thought over and developed their

proposal.

The Form is divided into two parts:

Part 1General description of the project and Applicant organisation

This part is intended to allow the Applicant to describe the background of the project, itsgeneral concept, the structure of the organisation, the timeline of the proposal and the

partnership implementing it.

In addition to the general aspects of the project and the description of the activities also some

specific issues should be detailed under this section like innovation, EU added value, ethical

issues and risks related to the project, the dissemination strategy and follow-up of the project.

The questions are intentionally general in nature, in order to give to the Applicants an

opportunity to present the project in the best possible way and to write what they think are the

strong points of the proposal. Nevertheless, Applicants should always be as detailed and

specific as possible and avoid presenting information which is not relevant, for example, their

usual activities and other information not directly linked with the proposal.

Under point 1.1 of the Project Description and Implementation Form the

Summary of the project should be included. Please use the same text as under Section

4.3 of the Grant Application Form.

Part 2Description of workstreams and activities

Contrary to the Part 1, which gives considerable freedom as to the form and content of the

presentation, Part 2 is very detailed and structured in order to ensure that Applicants provide a

detailed and concrete description of what they are going to do.

In order to achieve the overall goal and the main project objectives (as they are specified in

Part 1), specific activities should be planned. These activities should be grouped togetherunder separate WORKSTREAMS in a logical, consistent and structured way. Each

workstream then constitutes a sub-part of the project, a step leading to the achievement of the

project's overall goal.

The activities should be grouped according to each Applicant's own approach. However, theactivities within each workstream should be clearly linked to each other and the logic should

be coherent and consistent throughout the project. A well drafted proposal should show a

clear link between each activity within a workstream and demonstrate how each activity

contributes to the overall goal and the main objectives of the project.

In conjunction with the above, the Applicant should also answer the question what results

this project will produce (both tangible and intangible). For each of the workstreams, theApplicant will present a number of activities that lead to certain outputs and deliverables.


22/52


March 2013

- 22 -

Outputs and deliverables are respectively intangible and tangible outcomes/results of the

planned activities. Intangible results (outputs) could be seminars, conferences, research or

an event. The emphasis here is rather on the intellectual content and quality of the result and

not only on numbers. In this case the Applicant should find the appropriate indicators that

could measure successful implementation. For example, if the Applicant organises aconference, it is useful to measure its impact and quality not only by the number of

participants, but also by asking them to fill in a questionnaire to measure the quality of the

presentations.

On the other hand, tangible results (deliverables) are the results of activities that can be

easily measured and counted. The applicant can produce a specific number of leaflets or

DVDs. In this case it is easy to put an indicator by simply introducing the number of copies

and languages available.

WORKSTREAM 0Management and Coordination

In addition to the workstreams with outputs and deliverables, at the beginning of the sectionthe Applicant will find workstream 0. This part allows the Applicant to enter all activities

that do not have separate outputs or deliverables, but are rather related to the general

management and coordination of the project. The Applicant can also put here activities that do

not relate to any of the workstreams leading to a specific result, but which are directly linked

to the project as a whole.

Each project will have a minimum of two workstreams: workstream 0 with the

management and coordination activities and workstream 1 with outputs/deliverables related to

the objective of the project. It does not necessary mean that a project with only two

workstreams will obtain a low score. The division in Workstreams should be logical and be

guided by the different concrete results of activities. The form contains boxes for projects

with up to 5 workstreams (including workstream 0 - management and coordination). Ifyou think your project has more than 6 workstreams, please try to group them in such as way

so as to be able to present them in the space provided.

The Applicant should always keep in mind that the primary objective of the workstream

concept is to divide their project in a logical way and to allow evaluators to clearly see what

results will be produced and how the Applicant will organise this work.

Annex 1 must be submitted using the mandatory template, which is attached tothe blank Grant Application Form that the applicant will download from

PRIAMOS. The applicant will need to fill out and attach this file to the Grant

Application Form in its original format (Word). Please do not change the format

and do not print and scan this document for the purpose of submitting it.


23/52


March 2013

- 23 -

4.5. Budget FormAnnex 2How to fill in the budget?

The Budget Form should include specific and clear financial information which will

facilitate the evaluation of the proposal. It will be read together with the Grant Application

Form and its annexes, so please note that inconsistencies between the forms, either in theplanning of the action (e.g. number or place of meetings, allocation to Workstream etc.), or in

the terms used to describe each activity, will be evaluated unfavourably.

The Budget Form is an Excel document that is meant to be used during the whole lifetime of

the project (application, evaluation, selection for funding, implementation, final reporting).

The Budget Form consists of six worksheets:

Only the part of the Budget coloured green is relevant for the application stage and should

be filled in by the Applicant.

The document is protected and you may enter data only in the fields that you are supposed tofill in. These fields have white background.

The Budget Form is only accepted for evaluation if:

- the standard Budget Form template is used;

- the Sheets 'ID Form', 'Beneficiaries' and 'Forecast Budget Calculation' are filled inproviding a detailed breakdown in Euro of the project's estimated expenditure and

income.

4.5.1. Sheet Identification Form - I D form

This sheet includes general identification information on the project and the Applicant/Co-ordinator. Please fill out all foreseen fields.

Please fill out:

- the titleof the project (please state the full title of the project as indicated inthe Grant Application Form and in Annex 1);

- the legal name of the beneficiary/co-ordinator(this information should be thesame as in the field 1.1.1 of the Grant Application Form);

- the legaladdressof the Applicant organisation which will be implementing theproject (this information should be the identical to the information provided

when registering the Applicant organisation in PRIAMOS system);- the eli gibil ity peri odof the costs incurred by the project, i.e. the duration of the

project and its activities (this information should be consistent with the

relevant information in the Grant Application Form);

- the banking detailsof the Applicant organisation which will be coordinatingthe project (this information should be the same as in the part 1.2 of the Grant

Application Form);

- the summary of activi ties(this information should be the same as in the field4.3 Summary of the project of the Grant Application Form and in the field 1.1

of Annex 1-Project Description and Implementation Form.


24/52


March 2013

- 24 -

The last field Total amount requested from the Commissionis automatically filled out based

on the information filled out in the Sheet Forecast Budget Calculation.

4.5.2. Sheet Beneficiaries

The legal name of beneficiary/co-ordinator,i.e. of the Applicant organisation which will becoordinating the project, is automatically filled out on the basis of the information filled out in

the relevant cell of the Sheet ID form. Please indicate the country where the Applicant

organisation is legally established.

Please fill out the legal name of Co-beneficiary Partners, i.e. of the organisations which

participate as Partners and receive a share of EU funding (this information should be the same

as in Part 1.5 of the Grant Application Form and the organisations should appear in the same

order). Please indicate the country where each Partner is legally established.

The Associate Partners should not appear in this list.

4.5.3. Sheet Forecast Budget CalculationThis sheet should include all specific costs necessary for the implementation of the project. It

should also include all sources of project income (funds), both the amounts contributed by the

Applicant and Partners (Beneficiary and Co-beneficiaries) and the funds contributed by any

other third party (Co-financer and Associate partners).

You should fill out all necessary information in the white part of the Sheet from line 24

onwards. You should fill out the information both for costs and for incomes in the same

table.

4.5.3.1. General information on the Budget Columns

Overview tables: Estimated Expendi tur e and Estimated Income:

The background of these tables is coloured. This means that you may not fill them out

directly. They are automatically filled out on the basis of the information that you will input in

the white cells of this Sheet (from line 24 onwards).

These tables present the total sum of the costs and incomes that you include. This presentation

is shown per heading (A, B, C, D, E, F, G, I, K). This overview of the costs and incomes aims

to assist you in filling out the white part of this Sheet.

No letter is indicated for the amount of EU contribution. Please note that you cannot specify

yourself the amount of EU contribution that you request. The table calculates it


25/52


March 2013

- 25 -

automatically on the basis of the estimated costs and estimated income that you present in the

table.

Total EligibleCosts

(A+B+C+D+E+F)

-

Financial contributionsspecifically assigned by

donors/associate partners to thefinancing of the eligible costs

(I)

+

Contribution frombeneficiary/co-beneficiaries (K)

= EU Contribution

Please also note that specific checks are included in this table in the form oferror messages.They will warn you that there is an error, if:

- The Indirect costs exceed 7% of the Total Direct Costs.

- The EU Contribution exceeds 80% of the Total Eligible Costs.

- The EU Contribution is lower than EUR 75.000,00 (ONLY if relevant to your call notice)3.

Once the error is corrected, the error message will disappear.

Column - Budget heading:

A drop-down menu helps you to fill out this column. For each item (i.e. for

each line) you should specify the type of cost/income by indicating the relevant

letter in the column Budget heading(A, B, C, D, E, F, G, I, K).

For a quick reference to the meaning of each letter you may consult the

overview tables Estimated Expenditure and Estimated Income on the top of the

Sheet.

Every cost or income should be classified under one of the categories foreseen.

The column Budget headinghas an inbuilt reminder to ensure that it is filled out: if anamount is foreseen in the column Total EURO, the relevant cell in the column Budget

headingwill turn red and it will remain red until the relevant letter (A, B, C, D, E, F, G, I, K)

is filled out in the column Budget heading.

Please note once more that you cannot specify yourself the amount of EU contribution that

you request. The table calculates automatically the EU Contribution on the basis of the

estimated costs and estimated income that you present on the table.

Column - Name of Benefi ciary:

3 This error message will not appear if it is not relevant to your call notice. If there is a minimum threshold for

the EU contribution, it will be clearly mentioned in the call notice.


26/52


March 2013

- 26 -

In the columnName of Beneficiary you should allocate each item (i.e. each line, i.e. each cost

or income) to one organisation.

Costs: Each cost may be allocated to only one organisation, the one that will incur the cost.

It should be the organisation that will pay for this cost and will include this cost in

its official accounts. It may be either the Applicant/Co-ordinator or one of the

partners/co-beneficiaries.

Income: For each source of income, the relevant organisation should be indicated. It may be

either the Applicant/Co-ordinator or one of the Co-beneficiary Partners or one of the

Associate Partners or it may be any other third organisation.

Please make sure that every time you refer to an organisation you use the same

name/same spelling/same abbreviation) throughout the document (for every cost

or income item that you allocate to it). If you are consistent in this reference,

then you may use the filter in the column Name of Benefi ciaryand you will be

able to select and review easily all entries that refer to this organisation.It is suggested that, instead of the name or the abbreviation for each

organisation, you use the references used in the Sheet Beneficiaries(e.g. Co-

ordinator, Co-beneficiary 1, Co-beneficiary 2 etc. or Applicant, Partner 1,

Partner 2). Please ensure that you use the references in a consistent way!

Column - Workstream:

Costs: The column Workstream should indicate the relevant Workstream with which each

cost is linked.

Under Workstream 0 you should enter all coordination and management costs that

will be incurred by the Applicant and all its partners, as well as other costs that arelinked to the general implementation of the project rather than to a specific

workstream.

All indirect costs/overheads (F) should be allocated to

Workstream 0.

Income: When entering an item (i.e. line) referring to an Income (Budget

headings I or K), you should NOT indicate any Workstream.

You should selectIncome from the drop-down menu.

Column - Description of i tem:

Costs: In the columnDescription of item you should provide a concrete description of eachcost. The Budget aims at providing clear financial information, and this column

should therefore not be filled out referring vaguely to activities (e.g. Training,

Website, Leaflet etc), but each entry should be a very specific cost (e.g. Salary for X

trainers for X days, lay-out of website, airplane ticket for X persons from X place to

X place, accommodation of X people for X days in place X, maintenance of website,

lay-out of leaflet of X pages, printing of leaflet in X copies in X languages,

translation of X document from X language to X language etc.).

Income: Please give additional information on the sources of income. Especially in case that

you foresee under I income to be generated by the project activities, you should

provide details on the type of income and the way of calculation of the total amount.Column- Unit, Amount per uni t in EUROand Number of units


27/52


March 2013

- 27 -

In these columns, you should present a detailed calculation of the cost with reference to the

appropriate unit. As a general rule, lump sums should be avoided.

Column- Total EURO

In order to facilitate your work, this cell contains a formula for the calculation of the totalamount (Amount per unit in EURO x Number of uni ts). Please note that this formula is not

protected and it may be deleted. In this case please note that it is your responsibility to ensure

that the total amount per item (i.e. line) as stated in this cell is calculated correctly.

Please also note that the box Subtotal of selected entr iesdoes not show the total cost of the

project. It is activated only if you use the filter under a column and it indicates each time the

total amount of the filtered/selected entries.

Please note that all amounts should be indicated with maximum two decimals.

e.g 1.235,56

Column - Additional information

You may provide here any necessary additional information in order to provide more

clarifications. For public entities, see also section 6.5.4 of this Guide on VAT.

4.5.3.2 Instructions on how to present specific categories of entries

Detailed information on the classification and the description of direct costs (A, B, C, D, E)

you may find below underSection 6 - Detailed rules concerning eligible costs of this Guide.

Indirect costs - Overheads (F):

Indirect costs should be included in the list of costs. The amount should be calculated

as a lump sum ofmaximum 7% of the Total Direct Costs (headings A+B+C+D+E).

In this case the sum of the Indirect cost items (i.e. all items marked with ) should not exceed

7% of the Total Direct Costs.

If the total amount of Indirect costs exceeds 7% of the Total Direct Costs, an error message

will appear on the top of the table.

As already mentioned above, you should indicate Workstream 0 for indirect costs (F).

Financial contributions specifically assigned by donors to the financing of the

eligible costs & Income generated by the financed activities (I)

and Other income, including own contribution from the beneficiary/-ies (K):

Any funding that should cover the costs of the project other than the grant requested from the

EU should be indicated in the Sheet Forecast Budget Calculation. This funding should be at

least 20% of the total eligible costs and may come from the Applicant, a Partner or another

organisation.

If the total amount of I+K is less than 20% of the Total Eligible Costs an error message will

appear on the top of the table.

You should include separate entries for each source of co-financing and you should bear inmind the following clarifications:

(F)

(I)

(K)


28/52


March 2013

- 28 -

(I) Financial contributions specifically assigned by donors to the financing of theeligible costs:

UnderI you should include financial contributions from donors and Associate Partners, only

if they are specifically assigned to cover eligible costs included in the Forecast Budget

Calculation.

You should also include underI any income foreseen to be generated by the project activities,

such as participation fees for a conference, etc.

(K) Other income, including own contribution from the beneficiary/co-beneficiaries:

UnderK you should include the contributions that the Applicant/Co-ordinator and the Co-

beneficiary Partners decide to allocate to the project, in order to ensure that EU co-financing

is not higher than 80% of the total eligible costs.

Contribution in kind (G)

As already stated above (section 3.1), contributions in kind are not taken into account

for the calculation of the co-financing and are not considered as eligible costs.

For more information please refer to section 6.4. below.

4.5.3.3 Functions inserted in the sheet

- Use of filters:

Each column has a filter, which allows you to sort the entries (using the relevant arrow

inserted in the title line). Sorting under multiple parameters is possible by using the filter-

buttons of more than one column. Please note that the box Subtotal of selected entr ieson the

top of the page is activated only if you use the filter and it indicates each time the total amountof the filtered/selected entries.

- Use of functions: Copy-paste, Cut-paste, Insert line, delete line

Only the upper part of the Sheet is locked and this allows you to copy, cut, insert and delete

lines and cells. While using these functions (especially the cut-paste and insert), please note

that the formula in the column Total EUROis not reproduced in the new line. It is your

responsibility to ensure that the calculation remains correct.

- Printing of the Budget:

For submitting the Application Package you do not need to print the Budget Form (only the

electronic version should be attached to the Grant Application Form). However, if - for yourpersonal use - you need to print the form, please note that the print area for the sheet Forecast

Budget Calculation is pre-set covering only lines 1-100. If you need to print a larger part of

the sheet, you may reset the print area.

- Pivot tables:

The locking parameters of this Sheet prevent the table from generating a Pivot Table directly

from this Sheet. However, iffor your personal useyou wish to create a Pivot Table on the

basis of this data, you may insert an additional sheet and generate the Pivot Table there.

Generating Pivot tables is not mandatory!

4.5.4. Sheet Budget & Execution SummaryThis sheet is not active for the Applicants, but can be used for their information.

(G)


29/52


March 2013

- 29 -

Only the part of the table coloured green is relevant for the application stage. This part is a

mirror of the summary table on top of the Sheet Forecast Budget Calculationand presents

the totals per Budget heading. As already explained above, the EU Contribution is

automatically calculated by deducting all Estimated Income (I+K) from the Total Eligible

Costs (A+B+C+D+E+F).

Total Eligible Costs(A+B+C+D+E+F) -

Financial contributionsspecifically assigned by donorsto the financing of the eligiblecosts (I)

+Contribution from beneficiary(K)

=EUContribution

The parts of the table coloured blue and orange are not relevant at the application stage. They

will be used for the final reporting and for the calculation of the final grant, only if your

project will be selected for funding. They should remain empty at the application stage.

4.5.5. Sheet Detailed Budget Execution & Sheet Cost Claim

These Sheets (coloured blue and orange) are not relevant at the stage of application. You

should not fill out these Sheets, but please remember that these sheets will be used for

reporting and the final calculation of the grant, if your proposal gets selected.

Annex 2 must be submitted using the mandatory template, which is attached to the

blank Grant Application Form that the applicant will download from PRIAMOS. Theapplicant will need to fill out and attach this file to the Grant Application Form in its

original format (Excel). Please do not change the format and do not print and scan

this document for the purpose of submitting it.

4.6. Other annexes

The relevant call notice specifies the list of annexes required as part of the ApplicationPackage.Below you may find further guidance for the types of annexes required in most

calls covered by this Guide for Applicants.

4.6.1. Partner Declaration Form - Annex 3

The Partner Declaration serves as a proof of commitment of the Partners to the

implementation of the project and it should contain all the necessary information about the

Partner organisation as an entity and about its involvement in the project.

The Declaration is a binding commitment on behalf of the Partner organisation. Therefore, the

representatives of the Partner organisations should make sure that they have read the terms

and conditions governing the grants provided under the relevant call notice, that they have

consulted and agreed with the Co-ordinator concerning every aspect of their contribution

including the financial contribution (if applicable)to the project.

Each Partner organisation mentioned in the Application Form (both Co-beneficiary Partners

and Associate Partners) must fill in a separate Partner Declaration Form.


30/52


March 2013

- 30 -

The Co-ordinator does not have to fill in a Partner Declaration Form!

The Partner Declaration(s) have to be submitted using the Partner Declaration Form provided

by the Commission. The template is a fill-in enabled, protected Microsoft Word Form. The

template should not be altered. The template is attached to the blank Grant Application Formthat the Applicant will download from PRIAMOS. Only declarations submitted on this

template will be accepted.

The same template has to be used for both Co-beneficiary and Associate Partners.

Dependent on the type of the Partner different sections of the template have to be filled.

If the organisation filling in the template will be a Co-beneficiary Partner all sections need to

be completed and the authorised representative should sign the template under the heading

marked with a red colour and titled Declaration of CO-BENEFICIARY PARTNER.

If the organisation filling in the template will participate in the project only sections 1. - 10. of

the form should be filled in and the authorised representative should sign the template under

the heading marked with blue colour and titled Declaration of ASSOCIATE PARTNER.

Experience shows that collecting the signed Declaration Forms may be time consuming

especially in case of larger partnerships. Therefore, Co-ordinators are advised to circulate the

template in due time so that the Partners can make the necessary arrangements for its

completion and signature.

Once completed, a printed original has to be signed by the authorised legal representative of

the Partner and sent to the Co-ordinator. Under no circumstances should the Partners send the

form to the Commission directly.

The complete (including all pages), duly filled and signed Partner Declaration Forms

Documents

Guide Applicants Criminal Justice 2013